REQUEST FOR PROPOSALS
- INFORMATION TECHNOLOGY SERVICES -
(RFP No. 2014-BRAA-003)
The Boca Raton Airport Authority (the “Authority”) invites qualified persons and entities to submit Proposals for consideration to provide Information Technology Services to the Boca Raton Airport Authority.
Date of Advertisement: October 17, 2014
Deadline for Requests for Clarification: November 11, 2014
Deadline for Submission of Proposals: November 17, 2014 ELIGIBILITY REQUIREMENTS
The Respondent or a principal of Respondent shall have been in continuous existence for at least the last five (5) years and shall have demonstrated experience for the last five (5) consecutive years in Information Technology Services, as described in the Scope of Services attached as Exhibit A.
PROPOSAL
In submitting a response to this RFP (the “Proposal”), the Respondent shall be the person or legal entity who will be entering into the Agreement with the BRAA. Respondent may consist of any formal business entity authorized to do business in the State of Florida (i.e., Partnership, Corporation, Limited Liability Company, Joint Venture, Sole Proprietorship, etc.). Proposals shall include the following information or a statement indicating that no responsive information exists:1
1) The Respondent’s legal name, headquarters address, local office address, and key firm contact names.
2) If applicable, the complete corporate history of the Respondent, including state of incorporation, date of incorporation or creation, name changes, dissolutions, reinstatements and other pertinent filings.
3) The Respondent’s Social Security Number or Federal ID number. 4) Whether the Respondent is legally authorized, pursuant to the
requirements of the Florida Statutes, to do business in the State of Florida.
5) A complete list of employees that may provide services to the BRAA, regardless of location.
6) Summary of Experience – A detailed summary of experience in
Information Technology Services Management. Such experience must include work begun or ongoing within the last five (5) years. This summary shall include a detailed description of tasks performed, clients served and some highlights of successes.
7) Bankruptcy, Litigation & Contract Dispute Information –
Respondent is required to make the following disclosures to BRAA in their Proposal:
a) A complete list and description of all bankruptcy petitions (voluntary or involuntary) and assignments for the benefit of creditors that have been filed by or against the Respondent,
1
Each Proposal shall include (for requirement numbers 7, 8 & 9, “Respondent” includes the principals of Respondent if Respondent is a joint venture, limited liability company or partnership, and the Respondent’s shareholders owing greater than 10% of Respondent’s stock if Respondent is a corporation):
its parent or subsidiaries, predecessor organization (s), or any wholly owned subsidiary during the past five (5) years. In addition, a complete list and description of any circumstances in which the Respondent, its parent or subsidiaries, predecessor organization(s) , or any wholly owned subsidiary has been in receivership during the past five (5) years. Include in the description the disposition of each such petition, case, receivership or other controversy. b) A complete list and description of all business-related
lawsuits and litigation, claims, arbitrations, and administrative hearings; negligence; errors and omissions; and contract defaults, terminations, suspensions, or failure to perform brought by or against the Respondent, its parent or subsidiaries, predecessor organizations, any of its wholly-owned subsidiaries, or any of its officers during the last (5) years. The list shall include all case names; case, arbitration, or hearing identification numbers; the name of the project over which the dispute arose; a description of the subject matter of the dispute; and the final outcome of the matter or the current status if the matter is not final.
8) Criminal History Information – A complete list and description of
all criminal proceedings or hearings concerning business related offenses in which the Respondent, its officers, predecessor organization(s), or wholly owned subsidiaries were defendants. Respondent shall include in this list any criminal investigations of which Respondent or any of Respondent’s principals were aware. Respondent shall include in this list any criminal proceedings or records that have been sealed by a court.
9) Suspension or Debarment Information – A complete list and
description of all solicitations from which Respondent or its officers, or predecessor organization(s) have been suspended or debarred from bidding on by any government during the last five (5) years.
10) Financial Terms – Respondent must propose to the BRAA an
hourly rate or a lump sum for the work set forth in Exhibit A - Scope of Services. The Respondent may provide different hourly rates for different employees of the Respondent or for different categories of work under the Scope of Services. The hourly rate(s) shall include all other associated costs, including but not limited to clerical time, copying charges, internet research charges, etc. Respondents may submit alternative financial terms, provided that each set of alternative financial terms are clearly delineated.
INSTRUCTIONS TO RESPONDENTS
Form and Delivery
Proposals shall be limited to a maximum of five (5) pages, one-sided, excluding litigation and other contract dispute information.
Submit Two (2) complete copies of all requested material to: Clara Bennett, Executive Director
3701 FAU Blvd., Suite 205 Boca Raton, Florida 33431 Re: RFP # 2014-BRAA-003
BRAA must receive Proposals no later than 4:30 P.M., Eastern Standard Time (“EST”) on November 17, 2014. BRAA will not accept electronically
transmitted, late, or misdirected proposals. Respondents are cautioned that they are responsible for delivery to the specific location cited above. Therefore, if your Proposal is delivered by an express mail carrier or by any other means, it is your responsibility to ensure delivery to the above address. The time and date for receipt of proposals will be strictly observed. The BRAA will not be responsible for late deliveries or mail delays. Each Proposal will be time/date stamped upon receipt. Proposals received after the specified time and date shall be returned unopened.
Inquiry Period
Potential Respondents may submit written requests for clarification or additional information to the BRAA by the close of business on November 7, 2014. BRAA may, at its sole discretion, publish addenda addressing issues raised in the requests for clarification or additional information.
Cone of Silence
As provided in the Procurement Code, the Cone of Silence, which restricts communications with the BRAA or any of its members, the Executive Director’s staff, consultants or agents, is in effect as of the time of advertisement.
VIOLATION OF THE CONE OF SILENCE IMMEDIATELY AND
PERMANENTLY DISQUALIFIES RESPONDENTS OR POTENTIAL
RESPONDENTS FROM CONSIDERATION IN THIS RFP. Please review the
Procurement Code for further details. It is the responsibility of the Respondent and potential Respondents to become familiar with the Cone of Silence. The Cone of Silence terminates when the Executive Director takes action that ends the solicitation. The Procurement Code can be found online at
Selection Process
The Executive Director, or his/her designee, will award a contract from among the responsive and responsible Proposals received, based on Best Value to the BRAA. Evaluation and scoring will be performed based on the following:
50% - Financial Terms
50% - Capability, Reliability and Experience, including but not limited
to the respondent’s past experience in Information Technology Services Management, Respondent’s contract, litigation and other history, any other factors bearing upon the capability, reliability and experience of the Respondent.
Negotiation of Contract
The Executive Director, or his/her designee, and Airport Legal Counsel will commence negotiations with the highest-ranked vendor on the terms and conditions of a contract. If an agreement cannot be reached with the highest-ranked vendor within fourteen (14) days, then the Executive Director, or
his/her designee, and Airport Legal Counsel shall commence negotiations with the next highest-ranked vendor until the terms and conditions of a contract can be agreed upon.
ADDITIONAL INFORMATION
Proposals at Respondent’s Expense
Each Respondent is responsible for the costs incurred in preparing their Proposal. The BRAA will not reimburse for any of these costs.
Inquiries/Interpretations
All Respondents shall carefully examine the RFP documents. Any ambiguities or inconsistencies shall be brought to the attention of the Executive Director in writing prior to the end of the inquiry period. Failure to do so, on the part of the Respondent, will constitute an acceptance by the Respondent of any reasonable interpretation of the RFP requirements by the BRAA.
Addenda
The Executive Director may amend, revise or clarify the RFP by issuance of addenda, which will be posted at www.bocaairport.com. Respondents and potential Respondents are responsible for checking the website for the posting of addenda, which may be issued any time before the Proposal Submission Date.
Accuracy of Proposal Information
By responding and signing the Proposal, the Respondent attests and certifies, as if under oath and penalty of perjury, that the information contained in their Proposal is true, correct and accurate. The Respondent also agrees that any false, inaccurate, misleading, exaggerated, or incorrect information provided as part of their Proposal may be deemed non-responsive and disqualify Respondent from further consideration.
Protest
Protests arising from the terms of the RFP and/or from the decisions of the Executive Director shall be made in accordance with the procedures set forth in the Procurement Code. The Procurement Code sets forth administrative procedures that must be exhausted prior to the initiation of any claim in a court of law.
Rejection of All Proposals; Cancellation of the RFP
In accordance with the Procurement Code, the Executive Director may, at any time prior to award, reject all Proposals or cancel the RFP. The decision to reject all Proposals or cancel the RFP may be made for any reason.
Confidential and Proprietary Information
The BRAA is subject to Chapter 119, Florida Statutes (the “Public Records Laws”), which makes all Proposals and other information provided by Respondents a matter of public record. No claim of confidentiality or proprietary information in all or any portion of a Proposal will be honored unless a specific exemption from the Public Records Laws exists and it is cited in the Proposal. A blanket statement that the entire Proposal is exempt from the Public Records Law is not acceptable and will not be honored. Any claimed exemption must be specifically identified by page(s) and paragraph number(s). An incorrectly claimed exemption does not disqualify the Respondent, only the exemption claim.
Exhibit A
Scope of Services
The Information Technology Services management shall provide any and all services needed by the BRAA, including the management of all Information Technology services, technical support, maintenance, remote monitoring, back up and disaster recovery and new equipment set up. In addition to the foregoing, it is anticipated that the following additional services will be needed: 1) Phone Technical Support as needed including 8 a.m. 5 p.m. Help Desk
Monday – Friday. Service tickets should be an average of 45 mintues to respond to a user’s problem. The time for problem resolution should take an average of an hour and a half from the time of reporting.
2) On-Site Technical Support as needed. If a phone support call cannot solve an issue, escalation to on-site technical support will occur within eight (8) hours (excluding weekends).
3) Remote network and server system maintenance/checks after hours no less than onceper month and provide documentation of findings.
4) Remote workstation maintenance/checks after hours no less than once per month and provide documentation of findings.
5) Remote network stress testing and performance checks after hours no less than once per month and provide documentation of findings.
6) Remote monitoring of critical network issues and the Network Agent is ongoing.
7) Maintenance and Upgrade management of the following equipment, and more as described later:
Network switches
Internet Providers Router/Modem
Cicso Small Business Network Agent Equipment
WatchGuard Firewall, maintain, manage upgrades and subscriptions
Quality Security Agent, for Spam and Anti-Virus. 8) Document Software, Hardware, and network changes. 9) Asset Inventory reporting as needed.
10) System Audits as needed.
11) Periodic Business Reviews as needed.
12) Electronic Monthly Management Reports documenting any failures of network, workstations and server errors Security agent scans performed and viruses found if any. Any intrusions/collisions on network devices, disk space usage, and fragmentation checks should also be noted as well.
Workstation and Server Systems
1) Monitor that essential services are running on an ongoing basis.
2) Maintain and monitor security and other patch levels on a daily basis. 3) Monitor hard drive free space on servers and clients on a daily basis. 4) Alert BRAA to dangerous conditions as needed; and
RAM and other memory running low Hard drive running out of disk space Hard drive showing signs of failure Controllers losing interrupts
Network cards report unusual collision activity
5) Monitor event logs on covered servers and identify any potential issues as needed.
6) Clear Print queues as needed. 7) Reboot servers as needed.
8) Run defrag and Chkdsk on drives as needed during remote monthly network maintenance.
9) Scheduled after hours server and workstation maintenance as needed. 10) Recommend and install software updates as needed.
11) Active directory moves/adds/changes as needed.
12) Respond to server failures/malfunctions immediately, if error cannot be solved remotely/locally escalate ticket to site visit. Coordinate with warranty provider if needed.
Networks
1) Monitor internet connectivity and speed, firewalls and routers on an ongoing basis.
3) Maintain office connectivity to the internet on an ongoing basis, coordinate with internet service provider (ISP) if needed
4) Check router logs for issues as needed.
5) Basic manufacturer’s updates to network devices, including routers and WAN as needed.
6) Maintain/assist with manufacturer’s subscription programs as needed. 7) Monitor/configure wifi devices as needed.
8) Make necessary changes to network devices when/if Internet Service Provider (ISP) is changed as needed.
9) Make any necessary network configuration changes for IP Phones as needed.
10) Maintain and monitor office wireless network and devices.
11) Respond to network failures/malfunctions immediately, if error cannot be solved remotely/locally escalate ticket to site visit.
Applications
1) Ensure Outlook and MS Office are functioning properly as needed. 2) Basic Application updates (not full version upgrades) as needed.
3) Assist with the installation of server or workstation software as needed. Disk space management on an ongoing basis.
4) DFS replication management as needed.
5) Exchange server online troubleshooting as needed. SSL management assistance for exchange and web as needed.
6) Assist with upgrades to the Peachtree accounting software as needed.
End User Support
1) Application support for Outlook and MS Office as needed.
2) Printer and other workstation connected device support as needed. 3) Copier/Scanner support as needed.
4) Mobile device support for e-mail and other active sync issues as needed. 5) Phone and email technical support as needed Monday – Friday 8am - 5
pm.
1) Setup Office 365/Microsoft backup for workstations and provide support as needed.
2) Recommend cloud backup solution for server and create backup schedule for server
3) Review backups and monitor backup success on a daily basis. 4) Troubleshoot failed backups as needed.
5) Backup restores and tests as needed.
6) Temporary Server Install and Server rebuild as needed. 7) Workstation recoveries and rebuild as needed.
Security
1) Maintain watch guard firewall and assist with subscriptions as needed. 2) Confirm antivirus definitions updates have occurred on an ongoing basis. 3) Create network drives, directories, shares and security groups as needed. 4) Create permissions and file system management as needed.
5) Manage active directory policies as needed.
6) Setup and change security for users and applications as needed. 7) Check firewall logs monthly, or as needed.
New Equipment/Service Setup
1) With execution of contract coordinate with Special Projects and
Technology Coordinator to transition Exchange Server emails and network files to Office 365 (O365).
Have appropriate backup procedures in place prior to transiting to O365 solution. All emails and network files must be contained in our O365 solution.
2) Install and configure new printers, local and network, as needed.
3) New PC data migration from old workstation to new workstation support (after purchase). Integrate new device with our network and configure security agent and security parameters on server. Support for system rebuilds due to User error/ destructive download issues/SW installations as needed. Assist in transferring old workstation data to new workstation. Configure new workstation to network and configure security agent and security parameters on server.
